November 8 & 9, 2025 | Vancouver, BC | Vancouver Convention Centre | West Building – Hall C
Welcome and thank you for choosing to be a participant in The National Women’s Show – Vancouver.
Please take a moment to read the Exhibitor Manual which will provide you with all the necessary information for the preparation and installation of your exhibit. Processing your orders at your earliest convenience will allow us and the service contractors to provide you with the best possible rates & service.
The Show Office will be set up at the Vancouver Convention Centre WEST BUILDING on Friday, November 7, 2025, at 9:00 am, and management will be available to assist you for the duration of the Show.
Table of Contents
- General Information (Location, Dates, & Times)
- Exhibit BOOTH Inclusions
- Exhibitor Checklist
- AUDIO VISUAL RENTALS
- Badges
- Booth Accessory Package
- BOOTH CLEANING
- Booth Installation Services
- Cell Phone Service / POS Devices
- CUSTOMS BROKER
- Electrical
- Food Bank
- Food & Beverage Sampling
- FREE ADMISSION PASSES & DISCOUNT COUPON
- Furniture, Carpet and Display Rental
- Goodie Bags
- Hotel
- Ice
- Insurance
- Internet & Telecommunications
- Liquor Sampling
- Loading Docks
- Move-in Instructions
- Move-out Instructions
- On-Site Treatments & Personal Services
- Parking
- Plumbing
- Preferred Service Providers
- Product Replenishment
- Promotion Packages & Sponsorship Opportunities
- Refrigerated Storage
- Rules & Regulations
- Shipping & Deliveries to the Show
- Signage Installation (Hanging of Banners / Rigging)
- Tips for Success
- Vehicles on Show Floor
General Information (Location, Dates, & Times)
Show Location
Vancouver Convention Centre
West Building – Hall C
1055 Canada Place
Vancouver, V6C 0C3
Show Dates & Times
Saturday, November 8, 2025 | 10:00 am – 6:00 pm
Sunday, November 9, 2025 | 10:00 am – 5:00 pm
*SPECIFIC MOVE-IN & MOVE-OUT HOURS*
Information regarding Voyage Control bookings will be sent out closer to the show.
Exhibitor Move-in Times
Friday, November 7, 2025 | 9:00am – 7:00 pm
Exhibitor Move-Out Dates & Times
Sunday, November 9, 2025 | 5:00 pm – 10:00 pm
Produced By
National Event Management
Suite #102
260 Town Centre Blvd.,
Markham ON L3R 8H8
Phone: (905) 477-2677 or (800) 891-4859
Exhibitor Coordinator
Estelle Aliwalas
Phone: 905 477-2677 or (800) 891-4859 Ext 287
Email: estelle@nationalevent.com
Exhibit BOOTH Inclusions
Your exhibit application cost includes the following:
- 8 ft back drape
- 3 ft side drapes on each side of booth
- Up to 6 exhibitor badges
- Material handling for one (1) skid only (from loading docks to booth)
Items such as carpet, tables, chairs, and electrical are not included. If you require these in your booth, you may rent from our official show service providers identified in this Exhibitor Manual.
All booth designs and activities must comply with the Rules and Regulations of the Show and Venue.
Exhibitor Checklist
Please print a copy of this checklist to assist you in planning for the Show. To take advantage of “early booking discounts”, please note booking deadlines.
AUDIO VISUAL RENTALS
PRE-SHOW ORDER DEADLINE: November 3, 2025
Audio Visual is not supplied to your booth. If you require audio visual equipment in your booth, please download and send the complete order form to:
Cross Connect Audio Visual
Phone: (416) 676-1124
Email: info@crossconnectcl.com
Orders received after the deadline may be subject to additional charges.
Badges
DEADLINE: October 31, 2025
We have implemented a new automatic badge system to simplify the request process. Exhibitors are provided with up to a maximum of 6 personalized name badges. If you require additional badges, these may be purchased through the badge system.
Badges will be available for pick up at the Show Office during move-in and must be worn at all times to gain admittance to the Show.
Visit the Exhibitor Registration Portal to register your booth staff for the Vancouver National Women’s Show. You can visit this portal at any time to manage your company’s staff badges. You will need to enter your Access Code to manage your company’s account. Your Access Code will be emailed to the Main Contact from your company roughly 8 weeks before show date.
If you have not received your access code, please contact exhibitors@nationalevent.com and indicate NATIONAL WOMEN’S SHOW – VANCOUVER in your email request.
Booth Accessory Package
ORDER DEADLINE: October 17, 2025
An all-inclusive booth accessory package which includes grey carpet, one black skirted table (6 feet long x 30 inches high), two chairs, and a standard electrical outlet, is available. If you did not order at the time of booking and wish to have this package, please complete the order form below.
BOOTH ACCESSORY PACKAGE ORDER FORM
Important Note: There are no substitutions to this package. All packages regardless of booth size contain one table and two chairs. If required, additional furniture can be ordered through the Show Decorator at their usual rates.
BOOTH CLEANING
ADVANCED RATE ORDER DEADLINE: October 16, 2025
ONLINE ORDER DEADLINE: November 3, 2025
Exhibitors are responsible for maintaining their own booth space. If you require in-booth vacuuming or other cleaning services, please click on the link below to place your order.
For assistance with online ordering or any of the service order forms, please contact:
Vancouver Convention Centre Exhibitor Services
Phone: +1-604-647-7480
Email: exhibitservices@vancouverconventioncentre.com
Vancouver Convention Centre Exhibitor Services will have a Service Desk during exhibitor move-in times and the first 2 hours of show open. Exhibitors can make on-site orders and requests here but will be subject to late rate pricing.
For inquiries outside of Service Desk hours/Office Hours and during Show Open, exhibitors can call or text Guest Services Operation Centre at 604-647-7299. They are available 24/7.
Booth Installation Services
PRE-SHOW ORDER DEADLINE: October 17, 2025
ONLINE ORDERING DEADLINE: October 31, 2025
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.
If you require assistance setting up or dismantling your booth, please click the link below to place your service order online.
If you need assistance with their online ordering system, please contact:
Levy Show Services
Phone: (604) 277-1726
Email: operations@levyshow.com
Note: If an exhibitor has not yet been assigned a booth number, they may enter their booth number as “0”.
For more details, see ONLINE ORDERING INSTRUCTIONS.
If you prefer, you may also fill out the forms below and send to operations@levyshow.com.
BOOTH INSTALL & DISMANTLE FORM
PAYMENT FORM
GENERAL INFORMATION
Cell Phone Service / POS Devices
Please be advised that you should not rely on wireless service from your cell phone provider for payment processing or data access. Exhibitors that use Rogers, and their subsidiary providers, may have inconsistent cell service at the EY Centre. This would be most evident when the building has a high number of visitors. It is recommended that an alternative for these services is arranged for POS devices.
You may order internet or WIFI service in your booth from the EY Centre. Please click the link below to place your service order online. Deadline to place orders is on September 26, 2025.
If you have not yet used the EY Centre Online Portal, you must first Register for an Account.
For assistance, please contact:
EY Centre
Phone: 613-822-8800 ext. 208
Email: eventservices@eycentre.ca
Orders received after the deadline may be subject to additional charges.
CUSTOMS BROKER
Cross Connect Customs & Logistics is our designated official customs broker to coordinate customs clearance of goods destined for The National Women’s Show. Please contact them at least one month prior to the event to arrange your customs needs.
If you have any questions, please contact:
Cross Connect Customs & Logistics
Anthony D’Alessandro
Phone: 416-670-6606
Email: info@crossconnectcl.com
Electrical
ADVANCED RATE ORDER DEADLINE: October 16, 2025
ONLINE ORDER DEADLINE: November 3, 2025
Electrical is not supplied to your booth. If you require an electrical connection, please use the link below (accessible via Google Chrome) to view pricing and place an order online.
For assistance with online ordering or any of the service order forms, please contact:
Vancouver Convention Centre Exhibitor Services
Phone: +1-604-647-7480
Email: exhibitservices@vancouverconventioncentre.com
Vancouver Convention Centre Exhibitor Services will have a Service Desk during exhibitor move-in times and the first 2 hours of show open. Exhibitors can make on-site orders and requests here but will be subject to late rate pricing.
For inquiries outside of Service Desk hours/Office Hours and during Show Open, exhibitors can call or text Guest Services Operation Centre at 604-647-7299. They are available 24/7.
Food Bank
Arrangements will be made with a local shelter or Food Bank for any food or beverage products remaining after the show closes. Any product left in the refrigeration trucks will be donated to the Food Bank. If you have non-refrigerated products to donate, there will be an area on the loading dock where it can be left.
Food & Beverage Sampling
APPLICATION DEADLINE: October 8, 2025
The Vancouver Convention Centre retains the exclusive right to provide and control all food & beverage services for any event held at the Vancouver Convention Centre.
Food and beverage samples are limited to products manufactured, processed, or distributed by the respective Exhibitor. Exhibitors may only offer samples for the purpose of promoting their merchandise or services. Home-prepared food is not permitted.
Sampling portions, including pre-packaged foods, are limited to four (4) ounces of liquid (non-alcoholic) and one (1) ounce of food only.
Exhibitors sampling food products are required to have a temporary handwashing station (Sample Set-up) in their booth. If handling raw meat, fish or poultry – a two-compartment sink with hot and cold running water under pressure is required.
There must be a food handler at the booth with a valid (within 5 years) FOODSAFE certificate (or equivalent as listed on BCCDC website. Certificates and personal identification are required on site.
Mandatory Forms:
You must submit information and complete the form below with as much detail as possible for approval. Please send copies of each completed form to estelle@nationalevent.com
- Please send the below information to Yvonne Yick at YYick@vancouverconventioncentre.com and estelle@nationalevent.com.
-
- Company / Booth Name:
- Booth Number:
- Point of Contact for booth:
- Point of Contact’s email address:
- Point of Contact’s cell phone number:
- Detailed list of the products to be sampled:
- Quantities of each item to be sampled:
- Are products to be sampled pre-packaged or prepared onsite?
Exhibitors approved for product sampling must be 100% self-sufficient on the show floor with all necessary equipment required for service. The Vancouver Convention Centre does not rent equipment or permit use of the facilities fridges/freezers. Power for your booth can be ordered through VCC Exhibitor Services.
- Please complete the Temporary Food Services Application Form and send it to estelle@nationalevent.com.
Ensure that all pages of your application are completed in full. Failure to do so will result in a request for resubmission. An administration fee of $50 will be charged by Vancouver Coastal Health for late applications. Incomplete applications will not be approved.
If you have any questions, please contact:
Vancouver Coastal Health
Phone: 604-675-3800
Email: ehvc@vch.ca
FREE ADMISSION PASSES & DISCOUNT COUPON
Free Admission Passes
Prior to the show, 10 free admission passes will be mailed to the shipping address provided on your contract. These passes may be used to invite your clients or special guests to the show. Physical passes are not to be handed out on site unless you are leaving them at the Will Call Desk for pick-up. Please email Estelle (estelle@nationalevent.com) if you would like to provide an alternate mailing address for the tickets.
We will also be e-mailing you a unique promo code that is valid for 10 digital passes to share with people you would like to invite as special guests.
Digital Discount Coupons
We will email you an electronic discount coupon so that your database of clients, friends and followers can purchase tickets at a discounted rate. Coupons are valuable pre-show marketing tools that give you added exposure and raise awareness to increase traffic to your booth. There is no limit to the amount of times that you may share the coupons with your database and social media network.
Furniture, Carpet and Display Rental
PRE-SHOW ORDER DEADLINE: October 17, 2025
ONLINE ORDERING DEADLINE: October 31, 2025
Your exhibit space will be supplied with 8ft back drape and 3ft side drapes only. Your booth does not include carpet, tables or chairs. If you require tables, chairs or additional booth supplies, these items can be rented from Levy Show Services, or you can bring your own.
Show Colours
- Booth Drapes: Black
- Aisle Carpet: Plum
To place an order with the Show Decorator, please click the link below.
If you need assistance with their online ordering system, please contact:
Levy Show Services
Phone: (604) 277-1726
Email: operations@levyshow.com
Note: If an exhibitor has not yet been assigned a booth number, they may enter their booth number as “0”.
For more details, see ONLINE ORDERING INSTRUCTIONS.
If you prefer, you may also fill out the forms below and send to operations@levyshow.com.
FURNITURE & ACCESSORIES ORDER FORM
PAYMENT FORM
GENERAL INFORMATION
Goodie Bags
GOODIE BAG SAMPLES DELIVERY PERIOD: September 22 – October 9, 2025
If you have already arranged to participate in the Goodie Bag Sampling Program, and would like more details or require the shipping contact information, please email Estelle Aliwalas (estelle@nationalevent.com).
Please make sure that you put VANCOUVER NATIONAL WOMEN’S SHOW on your shipment.
Your products MUST BE SHIPPED to the warehouse beginning September 22nd to no later than October 9th, 2025.
Products arriving after the due date will be inserted only in the remaining bags that are yet to be filled. Additional shipping charges may be applied if samples arrive after the deadline.
If you haven’t signed up for this program and are interested in participating, please contact melissa@nationalevent.com.
Hotel
Please see below the list of preferred hotels for the National Women’s Show. Kindly note each hotel’s booking deadlines and conditions.
Pan Pacific Vancouver
300-999 Canada Place
Vancouver, BC V6C 3B5
Rate: $ 319.00 + tax
Booking Deadline: September 2nd, 2025
Booking website: https://book.passkey.com/go/Fall2025WomensShow
Rooms and discounted rates will only be held until the specified date. Rooms will then be subject to availability at prevailing rates.
Hyatt Regency Vancouver
655 Burrard Street
Vancouver, BC V6C 2R7
Rate: $269
No Booking Deadline: Discounted rates are available until sold out.
Booking website: https://www.hyatt.com/en-US/group-booking/YVRRV/G-NA49
Ice
CATERING ORDER DEADLINE: October 26, 2025
If you require ice, please place your order using the link below. Ice ordering is under the Catering Section of the online ordering portal.
For assistance with online ordering or any of the service order forms, please contact:
Vancouver Convention Centre Exhibitor Services
Phone: +1-604-647-7480
Email: exhibitservices@vancouverconventioncentre.com
Vancouver Convention Centre Exhibitor Services will have a Service Desk during exhibitor move-in times and the first 2 hours of show open. Exhibitors can make on-site orders and requests here but will be subject to late rate pricing.
For inquiries outside of Service Desk hours/Office Hours and during Show Open, exhibitors can call or text Guest Services Operation Centre at 604-647-7299. They are available 24/7.
Insurance
Insurance for booth/show
Exhibitors must have their own liability insurance covering a minimum of $1 million in damages. Please list National Event Management as “additional insured”.
Transportation Insurance
Show Management is NOT responsible for damages caused during the transportation of your products. We strongly recommend purchasing transportation insurance when booking your shipments.
Liability
Exhibitors will be liable for, will indemnify, and will hold harmless Show Management from any loss or damage whatsoever occurring to, or suffered by, any person or company. This includes, without limiting the generality of the foregoing, exhibitor, other exhibitors, management, the owners of the building and their respective agents, servants and employees, and members of the public attending the show, either (a) on the said space or (b) elsewhere. Neither the facility nor Show Management will be responsible for loss or damage to persons, exhibits, or decorations by fire, accident, theft, or any cause while in the exhibition buildings.
Insurance Supplier
If you do not already have insurance for the show, you may contact:
Exhibitor Insurance
Phone: 905-695-2971
Toll Free: 1-866-836-9066
Email: info@exhibitorinsurance.com
Exhibitor Insurance Brokers.com is offering a special price for the show at $175 + taxes. Please click on the link here to access their form:
ONLINE EXHIBITOR INSURANCE
If you prefer, you may also fill out the form below and send to info@exhibitorinsurance.com.
Internet & Telecommunications
ADVANCED RATE ORDER DEADLINE: October 16, 2025
ONLINE ORDER DEADLINE: November 3, 2025
If you require a telephone or internet line, or access to WIFI in your booth, please complete the online order form below.
For assistance with online ordering or any of the service order forms, please contact:
Vancouver Convention Centre Exhibitor Services
Phone: +1-604-647-7480
Email: exhibitservices@vancouverconventioncentre.com
Vancouver Convention Centre Exhibitor Services will have a Service Desk during exhibitor move-in times and the first 2 hours of show open. Exhibitors can make on-site orders and requests here but will be subject to late rate pricing.
For inquiries outside of Service Desk hours/Office Hours and during Show Open, exhibitors can call or text Guest Services Operation Centre at 604-647-7299. They are available 24/7.
Liquor Sampling
Important: The Vancouver Convention Centre does not allow closed bottle/cans sales.
Exhibitors offering alcoholic samples must coordinate and order alcohol directly with the venue contact, Yvonne Yick at YYick@vancouverconventioncentre.com. Only local alcohol products sold in BC are permitted.
All alcohol must be pre-paid and ordered through the Vancouver Convention Centre. Unsold products must be returned to the venue.
Breweries and distilleries, please contact your sales rep for rules and regulations.
Drink tickets are required at the show; free samples are not permitted.
Rules & Regulations:
- Any beverage and/or alcohol vessels for service on the show floor must be disposables (no glass permitted).
- No alcohol is to be consumed by any vendors/exhibitors while serving the public at any time during the event.
- All vendors who are pouring or serving alcohol must be 19+ Serving It Right certified and carry proof of certification. The venue reserves the right to cease service of an exhibitor until a valid certificate is produced.
Loading Docks
BOOKING INSTRUCTIONS AND INFORMATION REGARDING VOYAGE CONTROL MOVE-IN/MOVE-OUT WILL BE SENT CLOSER TO THE SHOW.
Deliveries, move-in and move-out are not permitted at facility entrances or via elevator/escalator.
The Vancouver Convention Centre has a loading dock management system for booking a move-in and move-out time powered by Voyage Control. This complimentary service helps you to reserve a time slot for moving your materials directly in/out of the loading dock.
Vancouver Convention Centre – West Building Loading Facilities
Hall C Overhead Door Dimensions: 16’5” (5.00 m) wide by 14’8” (4.47 m) high (forklift only) – NO VEHICLES CAN PASS THROUGH THESE DOORS
Directions to West Building – Loading Bays
From Main Street: Drive NORTH on Main Street as far as you can go. Continue down ramp which will take you down to Waterfront Road then turn RIGHT and continue driving WEST on Waterfront Road for approximately 3 minutes. The entrance to the Vancouver Convention Centre Truck Route will be on the RIGHT hand side.
From Burrard Street: Drive NORTH on Burrard Street to the Corner of Cordova Street. Turn LEFT and drive WEST and through tunnel to Waterfront Road for approximately 2 minutes. The entrance to the Vancouver Convention Centre Truck Route will be on the LEFT hand side. * Once on our Truck Route, you will be directed to drive NORTH -where the Loading Bays are located – and then you will be taking a freight elevator up to Level 1 where Ballroom B is located. Security will assist you with directions.
If you need further assistance, please call Vancouver Convention Centre’s Guest Services Department at 604-647-7299.
Dollies and pump trucks will be available for your use. If you require a forklift to move material from the docks to your booth, a forklift will be available to you. However, if you have excessive forklift requirements please reach out to Estelle Aliwalas (estelle@nationalevent.com) to discuss your needs as charges may apply.
Safety Vests are Required
All exhibitors are required to wear WorkSafeBC-approved high-visibility safety vests at all times during move-in and move-out periods. Exhibitors who do not have their own safety vest can purchase one through the Vancouver Convention Centre’s online ordering platform. Pre-ordered vests will be available for pickup at the Exhibit Services Office during move-in. Safety vests can also be purchased from vending machines located throughout the venue.
Move-in Instructions
Move-in Times | Friday, November 7, 2025 | 9:00 am – 7:00 pm
* SPECIFIC MOVE-IN HOURS – Information regarding Voyage Control bookings will be sent out closer to the show. *
- All exhibitors must check in with our show office to register before setting up. Please come to the Show Office to pick up your badge and staff will direct you to your booth.
- All exhibits must be set up by 7:00 pm on Friday. Exhibitors will not be permitted to set up during show hours.
- The aisle carpet will be in place Saturday morning. Dollies and carts will not be permitted on the carpet. Only hand-carried items may be brought in on Saturday.
- Children 15 years of age or younger will not be permitted in the exhibit area during move-in, set-up, or tear down.
If you are able to hand-carry your materials to your booth, we encourage you to do so. Simply park in the Convention Centre parking garage and use the service elevators to access the show floor. This option will help you avoid line-ups and save time. If you are hand-carrying your items from the parking garage, you do not need to book a time slot through Voyage Control.
Move-out Instructions
Move-out Times | Sunday, November 9, 2025 | 5:00pm – 10:00 pm
* SPECIFIC MOVE-OUT HOURS – Information regarding Voyage Control bookings will be sent out closer to the show. *
Please note that move-out will begin once the show has closed, the aisles are cleared, and the aisle carpets removed. If you can hand carry your exhibit/exhibit materials out to your car, we encourage you to do so.
Dismantling or removing your exhibit/exhibit materials before the end of the show is strictly prohibited. A fee will be charged if you move out early, as there are attendees still in the hall who have paid to attend the show.
All material must be removed by 10:00 pm.
Items left on the show floor after move-out time will be forced off the floor. Show Management reserves the right to reroute shipments that are not picked up or refused by carriers. Should this occur, you will be responsible for any charges incurred.
Exhibitors are encouraged to remove small items and open cases of products from the show floor first. Show Management will take all reasonable security precautions, but immediate removal of these items is the best way to prevent pilferage.
On-Site Treatments & Personal Services
APPLICATION DEADLINE: October 8, 2025
If you are offering a personal service at the show, you must submit the Application Form for Personal Services at an Event send it to temporaryevents@vch.ca and Estelle Aliwalas (estelle@nationalevent.com).
The best way to prevent the spread of infection is to wash hands well. Exhibitors offering onsite treatments and personal services are required to have a handwashing station in their booth. There should be liquid soap, water and disposable paper towels available for hand washing. Alcohol-based sanitizers may not be used as a substitute for a hand-washing sink.
Some personal services and treatments include:
- Electrolysis
- Esthetics/facials
- Hair cutting/styling
- HydraFacial
- Laser treatment
- Manicures / Pedicures
- Microdermabrasion
- Micropigmentation
- Piercing
- Reflexology
- Relaxation Massage
- Tattooing
If you have any questions, please contact:
Vancouver Coastal Health
Phone: 604-675-3800
Email: temporaryevents@vch.ca
Parking
The Vancouver Convention Centre offers secure parking through independent operators. The West building is operated by Impark. They operate 24 hours per day, 7 days a week on a first come, first serve basis. Impark can be reached at 604-331-7288.
Restrictions: Maximum height clearance 7′ 6″. pay public parking available. pay by stall number at meters. open 24/7.
Entrance: West of Burrard & Thurlow on north side
Exit: Exit to West Canada Place Way
There are also other convenient and sustainable transportation options for getting to the Vancouver Convention Centre, including walking, biking or public transportation.
Plumbing
ADVANCED RATE ORDER DEADLINE: October 16, 2025
ONLINE ORDER DEADLINE: November 3, 2025
If you require plumbing in your booth, please order online using the link below.
For assistance with online ordering or any of the service order forms, please contact:
Vancouver Convention Centre Exhibitor Services
Phone: +1-604-647-7480
Email: exhibitservices@vancouverconventioncentre.com
Vancouver Convention Centre Exhibitor Services will have a Service Desk during exhibitor move-in times and the first 2 hours of show open. Exhibitors can make on-site orders and requests here but will be subject to late rate pricing.
For inquiries outside of Service Desk hours/Office Hours and during Show Open, exhibitors can call or text Guest Services Operation Centre at 604-647-7299. They are available 24/7.
Preferred Service Providers
Important Notice: Unaffiliated Solicitors
As you prepare for the show, please be cautious of individuals or companies who may contact you claiming to be affiliated with our event. We strongly recommend working only with our Preferred Service Providers to ensure a safe and professional experience.
The event industry continues to face challenges with unauthorized solicitations, including scams related to hotels, marketing services, and online directories. To protect yourself and your company, please only contact the Preferred Service Providers listed in this Exhibitor Manual.
If you are ever uncertain about the legitimacy of a vendor or communication, do not hesitate to reach out to us directly for verification.
Product Replenishment
The loading dock will be open daily from 8:00 am to noon for product replenishment. Please note that vehicles cannot be left on the loading dock.
Promotion Packages & Sponsorship Opportunities
There are several ways to increase your brand awareness at our shows. Promotional opportunities and sponsorship recognition including show magazine space, on-site signage, and online presence are available. Speak to your sales rep for more information.
Refrigerated Storage
ORDER DEADLINE: October 17, 2025
A limited amount of cold storage space is available to store refrigerated or frozen products.
Please complete the form below to order space for cold storage.
Rules & Regulations
Diagram 1: Sample of the drape provided for your booth
Diagram 2: Sample of display allowance
Upright banners & products must be within 4 ft. from the back drape, and a maximum of 8 ft. high. The front 6 ft. of the booth must be clear above 4 ft.
Booth Display & Restrictions
- Diagram 1 shows the drapes that are provided as a part of your booth cost.
- Diagram 2 shows the allowed clearance for displays, banners and products within your booth.
- No exhibit may exceed a maximum height of 8 ft.
- Side panels 8 ft. high, must not exceed a depth of 4 ft. extending from the back of the display.
- The remainder of the 6 ft. depth from the front of the booth must not exceed a 4 ft. height.
- Any exceptions to this must have pre-approval from Estelle Aliwalas (estelle@nationalevent.com).
Prefabricated booth partitions must be finished on both sides. If they are not, please request drapes prior to the show.
Tents & Canopies
If you would like to use a tent or canopy in your booth, please email Estelle Aliwalas (estelle@nationalevent.com) three weeks prior to the show with the following information for approval by the Fire Marshal.
1. Certificate of Flame Resistance
2. Size of Tent
Please note that if the tent is over 100 sq. ft, exhibitors will need to install a smoke detector inside the tent and must have a fire extinguisher on hand.
Signage
No signage or material may be extended above the 8 ft. height at the back of your booth nor hung from the ceiling or across the aisle, without approval from Show Management. All signs must be printed on one side only. Your brand messaging can only face the inner walls of your exhibit space.
Carpet or Flooring
Carpet or flooring is mandatory for all exhibits. You may use the Show Decorator listed in the Furniture, Carpet & Display section of the Exhibitor Manual or you are welcome to bring in your own at your own cost. If you bring your own carpet or flooring, you must adhere to the Tape Restrictions below.
Tape (Floor, Wall, and Carpet Damage)
It is important that you use the proper carpet tape in your booth. If you do not use the correct tape, there will be a charge for tape removal.
Here are the models of two-faced tapes that are authorized by the facility.
• Polyken 105c LPDE
• Scapa 274004
• DC W002A
If you do not have the proper tape, please notify Show Management before installing your carpet or tiles.
Restrictions for Booth Installation
Painting, nailing, drilling, or screwing to the floors, walls or any other part of the building is not permitted. Exhibitors are also responsible for oil, grease, or any general damage to the carpeted area. Exhibitors wishing to lay any floor coverings may not fasten the coverings to the building floor. It is suggested that building paper or the approved tape (Polyken 105c LPDE OR Scapa 274004 OR DC W002A) is used instead.
Demonstrations/Distributions
Displays, demonstrations or distribution of advertising materials are not permitted outside the confines of your booth. If audio visual equipment is used, the sound must be subdued to such an extent as to ensure it’s having no nuisance effect on neighbouring exhibitors. The use of microphones is not permitted without prior management approval.
Fire Regulations
All exhibitors planning to use any type of fuel (such as gas, oil, helium gas, or propane) in their exhibits are requested to contact Show Management. All displays or exhibited materials must be fireproof to conform to Federal, Provincial/Sate, and City Fire Laws.
National Event Management is obligated to abide by the Fire Code regulations in each city. We therefore retain the right to refuse any material or object that does not conform to the code. If you have a question or need information regarding the Fire Code please contact Estelle Aliwalas (estelle@nationalevent.com).
Animals in the Show
The facility’s policy prohibits the presence of animals unless they are used as a working dog for the blind or service animals only. Permission must be obtained from the facility for any exception. Please contact Estelle Aliwalas (estelle@nationalevent.com) regarding approval and any necessary forms.
Helium Balloons
Helium balloons are prohibited in most venues. There is a large retrieval fee charged to the exhibitor when balloons are lost. Please contact Estelle Aliwalas (estelle@nationalevent.com) if you wish to use helium balloons in your display.
Mechanical Conveyances
Mechanical Conveyances such as electric carts, scooters, or bicycles will not be allowed in the aisles during the show hours. The only exceptions to this rule will be in the case of handicapped persons visiting the show or those with authorization from Show Management.
Non-Compliance
National Event Management reserves the right to make changes, amendments, and additions to the rules and regulations without notice, as considered necessary to the efficient and proper conduct of the show. Interpretation of these rules and regulations shall rest with Show Management and non-compliance can result in ejection of the offending exhibitor or in the closing of his/her exhibit.
Shipping & Deliveries to the Show
SHIPPING DIRECT TO SHOW: November 7, 2025
PLEASE NOTE: The facility will NOT accept shipments prior to the Show move-in date. Show Management will sign for the delivery on your behalf during move-in hours only. Your materials will be left on the docks until you arrive. To move your items to your booth space, pump trucks and dollies will be available at no charge. Should you require assistance or the use of a forklift, please contact Estelle Aliwalas (estelle@nationalevent.com) as charges may apply.
For Delivery Direct to Show Site, please address shipments to:
Exhibitor Name, Booth #
c/o National Women’s Show – Vancouver
Vancouver Convention Centre
1055 Canada Place
Vancouver BC, V6C 0C3
The most cost-effective way to ship your items to the show is to arrange delivery during move in hours with our Official Show Carrier:
Cross Connect Customs & Logistics
Anthony D’Alessandro
Phone: 416-670-6606
Email: info@crossconnectcl.com
TRANSPORTATION AND CUSTOMS FORMS
Advanced Warehousing and Pre-Show Shipping
If you choose the official show carrier as your freight carrier, they will warehouse materials for up to 30 days prior to the show and deliver them to the show site on move-in day.
To request a quote, please complete the order form below and email to:
Cross Connect Customs & Logistics
Anthony D’Alessandro
Phone: 416-670-6606
Email: info@crossconnectcl.com
TRANSPORTATION AND CUSTOMS FORMS
Shipping enquiries must be finalized 14 days prior to show move in date. Be sure your shipment is labeled clearly.
You may choose to use another carrier however, keep in mind that not all carriers deliver and pick up during our scheduled move in/move out times.
Tips for Success
Learn more on how to make the most out of your trade show participation.
Vehicles on Show Floor
If you are displaying a motorized vehicle in your booth, please send vehicle license plate, make/model and dimensions (height, width, length and weight) to Estelle Aliwalas (estelle@nationalevent.com) for display vehicle approval and to arrange arrival time. All vehicles must abide by the arrival and departure schedules and procedures established by Show Management and the Centre.
When motorized vehicles are approved for use, a protective sheet of visqueen, tarpaulin or comparable material May be required to eliminate damages from leaks of gas, oil, etc., at the exhibitor’s expense. Exhibitors are responsible for oil, grease, or any general damage to the carpeted area.
Any vehicles to be displayed are subject to the following conditions:
- Vehicles must be clean and dry
- In carpeted areas, poly adhesive carpet protection film must be placed under entire vehicle (and along move-in/out path)
- Drip pans must be placed under vehicle
- Keys must be left with Operations Manager and stored in GSOC.
- Fuel tanks may not contain more than 1/4 tank of fuel (pressurized nitrous oxide tanks must be emptied)
- Fuel caps must be taped or locked shut
- Engines must be inoperable (battery/ignition disconnected, or vehicle locked and hood inoperable from outside vehicle)
- For safety reasons, the use of spray bottles for cleaning and detailing of display vehicles is prohibited inside, as the overspray can create a slippery and therefore dangerous floor surface.
Exhibitors must provide a set of keys, contact name, and phone number of the person responsible for removing the vehicle(s) to Show Management.